Management - Employee Relations

Telework Emails


From:      Susan L Duncan, SES (US)
Subject:   Update and Requirements (UNCLASSIFIED)
Sent:       Tuesday, April 17, 2012 5:00 PM

HR Directors and Colleagues,

This message is a continuation of our effort to ensure Army is diligently working towards fully meeting the requirements of the Telework Enhancement Act of 2010 (the Act). We would like to share with you (1) the issuance of the revised DoDI 1035.01, Telework Policy; (2) the latest DoD memorandum stating that full implementation of the requirements defined in the Act is a critical priority; and (3) a request for your assistance in completing DoD's requirements by May 18, 2012.

On April 4, 2012, DoD issued the revised DoDI 1035.01, which can be found at http://www.dtic.mil/whs/directives/corres/pdf/103501p.pdf. The revision aligns the DoDI with the Act. We are reviewing the DoDI to determine if supplemental guidance is needed. Command TW coordinators have been advised of the issuance of the revised DoDI. Highlights of the DoDI include the requirement of notifying employees of their TW eligibility; documenting "position" and "employee" TW eligibility determinations in DCPDS; the requirement for an approved TW agreement prior to teleworking; and the requirement for supervisors and employees to complete web based or classroom TW training.

On April 5, 2012, the DoD Deputy Assistant Secretary (CPP) signed the attached memorandum informing Components that full implementation of the telework eligibility determination and employee notification requirements as defined in the Act is a critical priority. The memorandum also advised that supervisors and employees now have the capability to view their "position" TW eligibility status in DCPDS via My Workplace and My Biz. Commands must notify employees that position TW eligibility status is now available in My Biz. Attached is a template that can be used for the employee notification.

We need your assistance in completing the "employee" TW eligibility determinations in DCPDS for Army by May 18th. DoD requires that this determination be coded in DCPDS as part of the implementation effort in meeting the requirements of the Act. We previously requested that this action be completed by November 2011; however, Army currently is at approximately 74% completion. Attached is a report of the completion rates by command as of April 16, 2012. These reports have been shared with command TW coordinators since January 2012. After May 18, 2012, all employees in TW eligible positions without employee TW eligibility determination coding will have a default code as eligible for situational telework in DCPDS. Guidance provided on November 10, 2010, regarding "employee" TW eligibility determination and coding can be found at http://cpol.army.mil/library/mer/telework-emails.html#memo2. Also, all guidance and assistance that we provided on this subject matter can be found at the CPOL link stated above in this paragraph.

If you have any questions regarding the information in this email or any previous message, feel free to contact Ms. Bonnie W. Roberts at 703-806-3999 (DSN 656-3999) or at bonnie.w.roberts.civ@mail.mil.

V/R,                                                                                            

Susan                                                                                            

Attachments:
Memo - Office of the Undersecretary of Defense Date Apr 5, 2012,
Subject: Position Telework Eligibility Notification;

Telework Status by CMD as of April 16, 2012
Position Elegibility Notification Template - April 2012


From:       Garrett, Ronna L CIV (US)
Subject:   DoD Requirement - Employee Telework Eligibility Designation, Original Suspense: 14 Oct 2011
Date:        Nov 10 2011

HR Directors and Colleagues,

The purpose of this email is to request your assistance in completing the DoD telework requirements with an original suspense date of 14 Oct.

As you are know, the Telework Enhancement Act of 2010 (the Act) required all Federal agencies to determine the telework eligibility of their employees and to notify all employees of their eligibility to telework. In an effort to implement the Act, the DoD requires that all employee telework determination (including FWS and NAF) be documented in the DCPDS.

On 5 May we shared with you the Act's requirement to notify all employees of their telework eligibility by 7 Jun and the DoD requirement to input this information in My workplace once the functionality became operational. We followed up on 6 Sep (see attached) and informed you that the function in DCPDS (My Workplace) to update employee's eligibility was operational and that all supervisors were to update their employee's telework designations by 14 Oct.

Our team reported to me that as of 7 Nov, only 30% of Army's employee telework designations have been completed in My Workplace. It is important that this DoD requirement be completed as soon as possible so that Army can provide the Component report that all Army employees' eligibility to telework have been determined and documented.

Some commands have shared with my staff that updating the hierarchy in My Workplace has been a challenge due to the obsolete hierarchy in the system. We have worked with CHRA to provide another option to complete this DoD requirement. The AUTONOA Cell is able to process mass updates for employees' telework eligibility determination if they have the required information, which is outlined in the attached spreadsheet. If your command requires assistance in updating your employees' telework eligibility, please complete the attached spreadsheet and send it to Ms. Alisa Klein (AUTONOA Cell) at alisa.m.klein.civ@mail.mil for processing. Please also cc my POC bonnie.w.roberts.civ@mail.mil.

I ask for your assistance in ensuring this effort is given priority. I realize that some of you have made wonderful progress on this initiative. Special kudos to two of our largest commands for progress made - USACE (97%) and MEDCOM (47%).

If you have questions regarding the information in this email please contact Ms. Bonnie W. Roberts at 703-325-0352 (DSN 221-0325) or at bonnie.w.roberts.civ@mail.mil.

Respectfully,                                                                                           

Ronna                                                                                                     

Ronna Garrett                                                                                         
Interim Deputy Assistant G-1 for Civilian Personnel                       
Office of the Assistant G-1 for Civilian Personnel Headquarters,
     Dept of the Army                                                              


Attachments:
Person Telework Eligible Code
Telework Employee Eligibility Update Spreadsheet
Steps for Supervisor to Update Employee Telework Eligibility and Report

Email Sep 6, 2011 - Telework Eligibility Designation - DoD Requirements (UNCLASSIFIED)
Email May 17 2011 - DoD Telework Eligibility Guidance (UNCLASSIFIED)
Email May 5 2011 - FW: Command Requirements for the Telework Enhancement Act of 2010 (UNCLASSIFIED)



From:       Dent, Shelia R CIV (US)
Subject:   Telework Eligibility Designation - DoD Requirements (UNCLASSIFIED)
Date:        Sept 6 2011

HR Directors and Colleagues,

The purpose of this email is to provide assistance to commands in completing the telework eligibility designation in DCPDs for employees and positions, as required by DoD. On 5 May we shared with commands by email (copy attached) that the designation of telework eligibility in DCPDS is part of the DoD effort in implementing the Telework Enhancement Act of 2010. My staff reported that the DCPDS and My Workplace functionalities are now enabled and supervisors may access the system to complete the eligibility designation. Below information is provided to assist your command in meeting the two DoD requirements. Commands should complete the designation by 14 October 2011.

Requirement #1 - Changing Positions' Telework Eligibility in DCPDS:

DoD programmed DCPDS to automatically designate all positions in DoD as telework eligible, with the exception of Federal Wage System (FWS) positions. Any Command with telework ineligible positions other than FWS must complete the attached spreadsheet to change the eligibility in DCPDS. CHRA advised that they will process the actions through the NC region. The spreadsheet(s) with the positions that your command/organization determined as telework ineligible should be sent to Ms. Alisa Klein (AUTONOA Cell) at alisa.m.klein.civ@mail.mil for processing.

The spreadsheet(s) must include the following information: command, the telework indicator code (see attached), and position sequence numbers. Note, supervisors can find the position sequence number in "My Workplace" under the "My Employee Information" tab.

Requirement #2 - Updating Employees Telework Eligibility in "My Workplace":

Supervisors may access "My Workplace" and update their employees' eligibility to telework immediately. Even if the position eligibility needs to be changed (as discussed above), there is no need to wait until the positions have been corrected in DCPDS to complete this update. Attached are step by step screenshots on how to update an employees' telework eligibility for supervisors to use. Also, supervisors can use the online tutorial in My Workplace for documenting their employees' eligibility.

If you have questions regarding the information in this email please contact Ms. Bonnie W. Roberts at 703-325-0352 (DSN 221-0325) or at bonnie.w.roberts.civ@mail.mil.

Shelia                                                                             

SHELIA REID DENT                                                     
Acting Deputy Assistant G-1 for Civilian Personnel
Office of the Assistant G-1 for Civilian Personnel    
Headquarters, Department of Army                        


Attachments:
Position Eligibility Spreadsheet
Steps for Supervisor to Update Employee Telework Eligibility and Report
Revised Position Telework Indicator Code
Email May 5 2011 - FW: Command Requirements for the Telework Enhancement Act of 2010 (UNCLASSIFIED)



From:       Wai, Tony F CIV (US)
Subject:   DoD Telework Eligibility Guidance (UNCLASSIFIED)
Date:        May 17 2011

HR Directors and Colleagues,

The purpose of this email is to share with you the latest DoD guidance on actions required to meet the telework eligibility and notification requirements by June 7, 2011; as specified in the Telework Enhancement Act of 2010. Attached to the DoD guidance memorandum, dated May 12, 2011, is a notification template for DoD organizations to notify employees of their telework eligibility by June 7. We have slightly modified the template (Word document attached) for Army use.

The DoD memorandum provides that OPM advises that by June 7, 2011, all employees must be notified that they are "telework eligible" if they do not meet the limitation criteria in Section 6502 of the Telework Enhancement Act. The actual "telework participation," however, is contingent upon the duties of the employee's position and employee performance or conduct criteria in order to determine if the employee is eligible to participate in telework. DoD also provides that mass notification by email or memo is acceptable.

Employees can be notified of their "eligibility to participate" after June 7 as long as they receive your email or memo with the information provided in the template. This notification should occur as soon as practicable. In a previous email (May 5, 2011) on this subject, Mr. Whitehouse provided a checklist to assist commands in determining eligibility for telework participation, as well as guidance on labor relations obligations.

If you have questions regarding the information in this email, please contact Ms. Bonnie W. Roberts at 703-325-0352 (DSN 221-0325) or by email at bonnie.w.roberts.civ@mail.mil.

V/R,                                                                           

Tony Wai                                                                  
Chief, Management-Employee Relations         
HR Program Development Division                    
Office of the Assistant G-1 (Civilian Personnel)
Headquarters, Dept of the Army                        


Attachments:
DoD guidance memorandum, dated May 12, 2011
Sample Position/Employee Telework Eligibility Guidelines



From:       Whitehouse, Tony W SES CIV USA HQDA DCS G-1
Subject:   Command Requirements for the Telework Enhancement Act of 2010 (UNCLASSIFIED)
Date:        May 5 2011

HR Directors and Colleagues,

The purpose of this email is to assist Commands with meeting the statutory requirements of the Telework Enhancement Act of 2010 (PL 111-292), and share with you highlights of the Act and DoD telework policy. The Act requires that by June 7, 2011, all Federal agencies must have completed the following:

  1. Determine the eligibility for all employees of the command to telework
  2. Notify all employees of the command of their eligibility to telework

The attached sample checklist is likely an useful tool to assist in making eligibility determinations. Commands may adopt this sample, make revisions to fit your needs, and/or create own tools for meeting the above requirements.

-Eligibility-

My staff reported that Telework Coordinators throughout Army are aware of the requirements of the Act, some organizations may have already completed one or both of the actions above. DoD telework policy continues to put mission first. To the extent that mission requirements are not jeopardized, it is DoD policy to "permit employees to telework who exhibit suitable work performance and occupy eligible positions (i.e., those positions that involve portable work and are not dependent on the employee's presence at the traditional worksite) to the maximum extent possible." The current DoD policy (dated Oct 2010) is being revised to align with the provisions of the Act and is expected to be signed by June 2011. Army plans to issue supplemental guidance after the revised DoD policy is published.

The Act provides that there are two categories of employees who are not eligible to participate in a telework program:

  1. Employees who have "been officially disciplined for being absent without permission for more than 5 days in any calendar year;" or
  2. Employees who have "been officially disciplined for violations of subpart G of the Standards of Ethical Conduct for Employees of the Executive Branch for viewing, downloading, or exchanging pornography, including child pornography, on a Federal Government computer or while performing official Federal Government duties."
NOTE: The term "official discipline" (as used above) refers to a disciplinary action that results in the placement of a document in an employee's official personnel file (OPF). OPM's guidance provides that the bar on participation would remain in effect as long as the document stays in the employee's OPF.

DoD policy provides that the following categories of employees are typically not eligible for telework:

  1. Employees in positions that require, on a daily basis (i.e., every work day), direct handling of classified materials.
  2. Employees in positions that require, on a daily basis, an on-site activity, or face-to-face personal contacts that cannot be handled remotely or at an alternate workplace (e.g., hands-on contact with machinery, equipment, or vehicles; direct patient care).
  3. Employees whose performance or conduct warrants more close supervisory direction than telework may provide, whose rating of record is below fully successful (or its equivalent), whose conduct has resulted in disciplinary action within the past 12 months, or who have unresolved security issues.
  4. Employees recently assigned or newly appointed to trainee or entry level positions.

-Designations-

DoD is working on a DCPDS function that will automatically designate all positions in DoD as telework eligible, with the exception of Federal Wage System (FWS) employees. FWS positions will automatically designate as telework ineligible. We have been informed that this function will not be available by June 7th; however, once it is available, the positions will be designated in DCPDS as stated above.

Based on the criteria for ineligibility to telework as outlined in the Act and in the DoDI, a review of your positions is required to make corrections in DCPDS accordingly. As soon as the function in DCPDS is available for use, we will let you know so that positions you have identified as ineligible to telework can be changed in DCPDS. Also, once the position determinations have been made in DCPDS, supervisors will have to go into My-Workplace and make telework designations for their employees. Note that if a position is designated as ineligible then the employee on that position is automatically ineligible to telework.

-Notifications-

DoD is working on an automatic email notification that will go out to employees from My-Workplace regarding their telework eligibility; however, since the DCPDS function will not be ready for use until after June 7th, this function will also not be available until after June 7th. Therefore, a verbal notification by the supervisor to the employee will meet the requirement of the Act. Again, as soon as we are informed that the DCPDS function is ready for use we will let you know so that changes can be made as needed.

-Eligibility Appeals-

Appeals for non-bargaining unit employees are governed by the administrative grievance procedure (AGP). For employees covered by a collective bargaining agreement (CBA), appeals are governed by the negotiated grievance procedure (unless this subject is specifically excluded from the CBA, in which case the AGP would govern).

-Reporting Requirements-

The Act also requires a telework annual report be provided to Congress. The standard OPM Call for Telework Data is under revision and will likely be sent to Command Telework Coordinators this fall. Among other data, the following information will be requested from each command:

  1. Total number of employees
  2. Number of employees eligible to telework (DoD will pull from DCPDS based on the eligibility determinations made in DCPDS)
  3. Number of eligible employees who are teleworking:
    1. 3 or more days per pay period
    2. 1 or 2 days per pay period
    3. Once a month
    4. Situational/Ad hoc

- Labor Relations Obligations-

Telework affects bargaining unit employees' conditions of employment, as such, there is a statutory bargaining obligation associated with the implementation of a telework program. Notwithstanding this obligation, activities are required to comply with the provisions of the Telework Enhancement Act of 2010. Guidance regarding your labor relations obligations associated with the implementation of a telework program can be obtained from your servicing CPAC labor relations specialist.

-Training Requirements-

The OPM training for employees and managers (Telework 101) presently on telework.gov can be taken to meet the telework training requirement. The training can be accessed directly at: http://www.telework.gov/tools_and_resources/training/index.aspx.

-Telework Agreements-

Every telework participant must have a completed DD Form 2946 (DoD Telework Agreement), regardless of whether telework is regular and recurring, or situational/ad hoc. The current DoD Telework Agreement may be found at: http://www.cpms.osd.mil/telework/telework_index.aspx.

-Additional Information-

Please contact your Command Telework Coordinator for specific procedures on how telework is being implemented in your command and/or for additional assistance needed in order to meet the above requirements. For the current DoD Telework policy, visit: http://www.cpms.osd.mil/telework/telework_index.aspx. The OPM Guide to Telework in the Federal Government (April 2011) outlines practical information to assist managers, supervisors, Telework Coordinators, and employees with the implementation of telework. The guide can be found at: http://www.telework.gov/guidance_and_legislation/telework_guide/telework_guide.pdf.

My point of contact for questions is Bonnie Roberts; she can be reached at 703-325-0352 (DSN 221-0352), or bonnie.w.roberts.civ@mail.mil.

ANTHONY W. WHITEHOUSE                           
Deputy Assistant G-1 for Civilian Personnel


Attachments:
Telework Sample Checklist